Contracts Administator

3 months ago

Durban, South Africa Abantu Staffing Solutions Full time

Overview:

To perform the administrative function of the legal contracts database and support the departmental management on legal, contractual and administrative requirements for the business.

 

Minimum Requirements:

  • Matric/ Grade 12 Certificate
  • Diploma (NQF 6) or Degree in Business Administration or related field
  • 3-4 years’ experience in a similar role

 

Responsibilities:

Establishing Legal Agreements and correspondence:

  • Populate master legal agreements with party and contract details
  • Review details completed in master legal agreements populated by business units

 

Approving Legal Agreements:

  • Perform comparison between expired and new replacement contracts for identification of changes and areas of concern
  • Review of company information completed on legal documents
  • Review third party amendments to agreements against latest legal version/comments to identify changes (where changes are not tracked electronically)
  • Review signed copy of agreements against approved signing version
  • Facilitating contract amendments when necessary.

 

Signing of Agreements:

  • Administration of signing of all legal agreements and applications with authorised signatories and track for timeous close out
  • Review all approved contracts and ensure that they are signed in accordance with the Approvals Framework shareholder agreement and other applicable agreements
  • Review all legal agreements in the vendor application pack and liaise with central procurement to ensure that they are completed and signed correctly

 

Credit Applications:

  • Administrate the supplier/vendor credit applications process with business units and Corporate legal office
  • Review all submissions for the credit applications process and submit final documents to Corporate legal for review of legal terms and conditions
  • Liaison with business units and Corporate legal office to facilitate completion, and ensure signed credit applications are in place and maintained in the SharePoint contracts register

 

Legal database records management:

  • Administration of the internal department Contracts Log Tracker
  • Upload signed agreements and credit applications signed in SharePoint contracts register ensuring compliance with approved policy
  • Continuous administration, management and review of contracts register
  • Timeously follow up on outstanding signatures on agreements and agreements in progress
  • Administration of SharePoint contract register automated notifications for contracts reaching expiry and renewal of agreements on a monthly basis
  • Liaison/follow up with responsible manager for new replacement contract in respect of contracts reaching expiry to ensure that contracts are timeously in place

 

Statutory information and Company information records management:

  • Administrate and maintain internal company information schedules on a quarterly basis or when a change arises
  • Maintain and update company and business unit letterheads when a change arises
  • Administrate and maintain the Company’s title deeds and intellectual property (IP) records in SharePoint contracts register
  • Administration of the master intellectual property schedules
  • Maintain a tracking schedule of any open IP matters and obtain regular updates on administration items from IP attorneys

 

SharePoint Administration:

  • Upload departmental documents on SharePoint on an ad hoc basis
  • Obtain update on SharePoint access requirements with business units, on a quarterly basis

 

Reporting:

  • Update monthly OEM contracts status report with new signed contract details (if any)
  • Extract the month’s SharePoint contracts register inputs report for management review
  • Prepare weekly update on contract register status including outstanding signatures, contracts reaching expiry/renewal
  • Prepare quarterly contracts register for board pack (from the 3-x month’s SharePoint contracts register inputs extract report)

 

General Administration:

  • Maintain internal department lease agreement trackers on an ongoing basis
  • Maintain manual and digital filing systems and ensure proper retention, protection, and disposal of records
  • Provide copies of agreements and statutory records to business units upon request
  • Maintain a schedule of legal costs in excel and submit to manager for approval, track payments with creditors department and report to departmental management, fortnightly
  • Administrative and general support to departmental managers, when required

 

Internal Control:

  • Comply with Internal Controls
  • Monitor SharePoint contract register controls and report deviations to manager

 

Projects:

  • Compile, collate and review information required for ad hoc departmental projects

 

Continuous Improvement:

  • Identify improvement opportunities and make recommendations for improvements
  • Participate in Continuous Improvement initiatives

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